Have you ever used OneDrive shared folder and files?

In the past 10 years, more than 115 million customers – including 85% of the Fortune 500 companies – have stored and shared data using OneDrive.

So, what are the best practices for creating and managing OneDrive files?

Let’s find out.


What Is OneDrive for Business?

OneDrive is a cloud service offered by Microsoft, which allows you to create, store, and protect your files; share them with others, and access them from anywhere on all your devices – laptop, mobile, pc, etc. When you use OneDrive linked to an account provided by your company or school, it’s referred to as OneDrive for Business.

For more information on Onedrive for Business, click here.

Did you know that you can have a copy of your OneDrive shared folder and files on your laptop?

Let’s see how.

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How to Sync a OneDrive Shared Folder to Your Local Computer?

1. Click on the Cloud icon on your desktop.

2. Click on the “Sign in” button.

OneDrive 1_sign in

3. Enter your login credentials in the dialog box and click on the “Sign in” button.

OneDrive Shared Folder 2_login

4. After entering the credentials, click on the “Next” button.

OneDrive Shared Folder 3_Next

5. Click on the arrow at the bottom right-hand corner of the window till you finish the launch.

OneDrive Shared Folder 4_launch

6. Click on the “Open my OneDrive folder” button.

OneDrive Shared Folder 5_open OneDrive

7. You will find all your files to be synced with the local system.

OneDrive Shared Folder 6_all files

The downside to this feature is that if you delete a file or folder by mistake, it will be deleted from your local storage too.

And, after it is deleted from the recycle bin, the folder or file would be lost forever!

Besides syncing a OneDrive shared folder, you can also share the files and folders from your local computer. Just follow these easy steps given below.


How to Create a Shared Folder in OneDrive?

1. Click on the File Explorer icon on your system.

2. Right-click on the folder you want to share and select the “Give access to” option.

OneDrive Shared Folder 1 Give access to

3. Select the “Specific people…” option.

OneDrive Shared Folder 2 Specific people

4. Click on the drop-down menu and select the user you want to share the file with.

OneDrive Shared Folder 3 sharing

5. Click on the “Add” option to add the user.

OneDrive Shared Folder 4 add

6. By default, the added user is given access to read the OneDrive shared folder or file. You can give them edit access or remove their access completely by selecting the option as given below. 

OneDrive Shared Folder 5 change access

7. Click on “Share” button to share the file or folder with the recipient.

OneDrive Shared Folder 6 share file

You can also share files and folders from your online OneDrive application. Here’s how to do it.


OneDrive File Sharing: How to Share Files and Folders within and outside the Organization

1. Log in to your Office 365 account using your credentials.

OneDrive Shared Folder 1_login

2. Once you log in, click on the “OneDrive” application under the Apps section.

OneDrive Shared Folder 2_apps

3. You will see a list of files and folders in your OneDrive. Select the required file or folder that you want to share and click on on the “share” icon at the top left-hand side of the window.

OneDrive Shared Folder 3_share

Note: You can only share one file or folder at a time. If you want to share multiple files or folders, you have to repeat this step as many times as required.
 

4. Enter the email address of the recipient and click on the “Send” button.

OneDrive Shared Folder 4_select type

5. Alternatively, you can also use the link to the file or folder in OneDrive to share it. Click on the ellipsis option next to the file or folder name and select the “Copy link” option.

OneDrive Shared Folder 5_copy link

6. You will get a shareable link to the OneDrive file or folder. Click on the “Copy” option to share it.

OneDrive Shared Folder 6_copy share link

7. You can also limit the access when you share. Click on the tab as shown below.

OneDrive Shared Folder 7_edit

8. From this list, you can select who can access the OneDrive shared folder or file with its link. You can also choose whether you want to give permission to edit the content, by checking or unchecking the “Allow editing” option.

OneDrive Shared Folder 8_edit access and permission

9. Click on the “Apply” button to confirm the changes.

OneDrive Shared Folder 9_Apply


How to Create a OneDrive Backup

Have you ever wondered if OneDrive shared folder and files can be backed up?

OneDrive users have only two options for creating a backup:

  1. Manually download the important data and store it in a hard disk or memory storage, or
  2. Use a third-party application.

For a detailed guide on creating a OneDrive backup, check out this post.

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FAQs on OneDrive Shared Folder and Files

1. How do I find shared folders in OneDrive?

  • Click on the “OneDrive” icon on your Office 365 login page.
  • On the left-hand side of the window, click on the “Shared” option.
  • The “Shared with me” tab shows the list of files and folders shared with you.
  • The “Shared by me” tab shows the files and folders shared by you with others.

2. How do I sync a folder with OneDrive for Business?

  • Click on the OneDrive icon on your local system.
  • Select the “More” option on the menu.
  • Click on the “Settings” option.
  • In the “Settings” window, choose the “account” tab.
  • Click on the “Choose folders” option.
  • Select the folders you want to sync by clicking on the checkbox beside the folder.
  • Click on “OK” to complete the process.

3. How do I sync the ‘shared with me’ folders on OneDrive?

  • Click on the “OneDrive” icon on your Office 365 login page.
  • On the left-hand side of the window, click on the “Shared” option.
  • The “Shared with me” tab shows the list of files and folders shared with you.
  • Select the folder you want to sync.
  • Click on the sync option at the top of the window.

4. What to do if my OneDrive files are not syncing?

  • Check if the auto sync feature is enabled on your system.
  • Click on the OneDrive cloud icon on your desktop and see if your account’s OneDrive is up to date.
  • Check if syncing has been paused on your system – this will be indicated by a pause sign on your OneDrive cloud icon. Tap or click on the pause notification to resume syncing.
  • Check if your internet connection is working properly.
  • Check if the application has any new update in your system’s action center.
  • Try to sync the files and folders from the online drive by clicking on the “Sync” option.

5. Are OneDrive files stored locally?

  • If the local system is automatically synced to the online OneDrive, the latest version of the files and folders will be available offline.
  • However, if the files and folders are not synced, the files and folders would still be available, but would not be updated.

6. How do I remove/uninstall OneDrive for Business?

  • Press Windows + R to open the run command.
  • Click on “uninstall a program” or “add/remove programs” option under the “Programs” section.
  • Right click on “Microsoft OneDrive” and select the “Uninstall” option.

7. Can anyone see my OneDrive files?

  • All the files and folders created by you are initially private, until and unless you choose to share them.
  • You can share the file or folder by selecting it and clicking on the “Share” option.
  • Note: In OneDrive for Business accounts, the IT admin can still access and view your files and folders, as long as you use the business account for creation and storage.

8. How do I upload files to OneDrive?

  • Open the OneDrive application.
  • Click on the “Upload” icon.
  • Select the “File” option to upload a specific file.
  • Choose the “Folder” option to upload a full folder completely into the OneDrive application.

9. How do I unshare a document on OneDrive?

  • Open OneDrive application.
  • Click on the “Shared” option in the left pane of the OneDrive application.
  • Go to the “Shared by me” section.
  • Select the shared file or folder and click on the three-dot icon next to its name.
  • Click on the “Manage Access” option.
  • You will see the list of people who have direct access to the shared file or folder.
  • For removing access to a specific user, click on the drop-down menu next to their name and select the “Stop sharing” option.

10. How to restore deleted files and folders?

  • Open OneDrive application.
  • Click on the “Recycle bin” option in the left pane of the OneDrive application.
  • Select the deleted file or folder.
  • Right click on the deleted item and click on the “Restore” option.
  • If you are unable to find the deleted file or folder you were looking for, click on the “Second-stage recycle bin” link at the bottom of the page.
  • Right click on the deleted item and click on the “Restore” option.
  • But, if the deleted file or folder is not present in the second-stage recycle bin, then you cannot restore it ever! This is why a backup solution is essential for every organization with critical business data.

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